Presentation on theme: "Using Approvals Management Engine (AME) for Requisitions in R12 Presented by Andrew Mikulak and Gary Marines."— Presentation transcript:
Using Approvals Management Engine (AME) for Requisitions in R12 Presented by Andrew Mikulak and Gary Marines
2 Agenda Introductions ATC Background ATC Requirements Standard requisition approvals Overview of AME Examples Other AME facts Q&A
3 Andrew Mikulak Senior Buyer with American Transmission Company 10 years procurement experience within manufacturing and energy utility industries Contact information: –
4 Gary Marines Procurement applications consultant with O2Works 10 years procurement process and application experience within telecom, retail, and energy utility industries Contact information: –
5 American Transmission Company – Background First multi-state transmission-only utility 9,350 Circuit miles of transmission line $2.2 Billion in total Assets $1.7 Billion investment since 2001
6 American Transmission Company – Requirements Expenditure Authorization Policy Bidding and Contracting Policy Legal Review Policy Security Processing (Future)
7 Standard Requisition Approval Process Position hierarchy Employee - Supervisor Direct or Hierarchical Routing Include and Exclude amounts for various attributes such as document totals and account ranges.
8 Standard Requisition Approval Process There are many ways that the standard approval methods can support your organization. Need more? Modify workflow. Administrational overhead with maintaining a position hierarchy if your organization changes often.
9 What is the Approvals Management Engine (AME)? A common way for Oracle to manage approvals for it’s applications. AME has a self-service business analyst dashboard to perform maintenance. Uses business specific rules to manage the approvals required for a specific type of transaction
10 AME Business Analyst Dashboard
11 Approval Rules Business rule that determines the approval process used by a transaction. – Rules are constructed by Conditions and Actions. Example: – If requisition amount > $250, USD (condition), THEN require post-chain-of-authority approval (action) from the Legal Team (approval group).
12 Approval Rules If requisition amount > $250, USD, THEN use post-chain-of-authority approval to add the approval group of Legal team condition action
14 Transaction Type Represents “Which” type of application transaction type will have a set of distinct rules applied to it. Types of Transaction Types: – Requisition Approval – Requisition Change Approval – Work Confirmation – Supplier Registration Approval
15 Attributes Business variables that have a single outcome for a transaction: – Transaction amount – Purchasing Category – Cost Center – Item Number Attributes are used in conditions to provide one piece of the rule. Create attributes that do not come seeded
16 Conditions Tells us what is true or false about a transaction. If X is true, then do Y. Two types of conditions – Ordinary Evaluates dates, numbers, currencies. – List-Modifier checks for a given approver.
17 Action Types An action type is an instruction to AME to modify a transaction's approval process in the manner you specify.
18 Available Action Types Available Action Types Are: – Chain of Authority – Uses HR supervisory or HR position hierarchies. – List Modification – Substitution – Pre Approval Group – Post Approval Group
19 Approval Groups When using pre- or post- list approval group action types you will have to create an Approval group An approver group can either be an ordered set of one or more approvers (persons and/or user accounts) or it can be a list, which is dynamically generated at rule evaluation time.
20 Approval Groups Are typically created to support non-financial approvals such as: – Legal Review – Gate Keeper for specific commodities – Engineering – Project Management This means in addition to the approval list that was automatically built based on financial constraints (emp/supervisor hierarchy)
21 Example 1- Simple Business Rule At a local electric transmission company all requisition transactions over $250, Require the approval of a legal representative The legal team should be notified after the initial financial approval list has reviewed and approved the requisition First team member to respond provides the approval
22 Example 1 If requisition amount > $250, USD, THEN use post-chain-of-authority approval to add the approval group of Legal team condition action
23 Example 1 - Attributes
24 Example 1 - Conditions
25 Example 1 – Approval Group
26 Example 1 – Rule Set Up
27 Example 1 - Outcome
28 Example 1 - Outcome
29 Example 2 – Medium Complexity If project type is Indirect, require requisition approval by Project Manager and then requester’s immediate supervisor.
30 Example 2 - Attributes
31 Example 2 - Conditions
32 Example 2 – Approver Groups
33 Example 2 – Rule Set Up
34 Example 2 – Outcome (Test)
35 Example 2 – Outcome (Test)
36 Example 2 – Outcome (Test)
37 Example 3 – Complex Business Rule At a construction company where the project teams can be rather large, special conditions for requisition approval can exist Whenever a requisition is created utilizing a project type of construction, do the following: – Make the project manager the first approver – Follow the project manager’s employee/supervisor hierarchy rather than the preparer’s.
38 Example 3 If requisition includes a project with a type of “PM” for the approval path THEN Change the first approver in the list to the project manager of the project and follow their approval path condition action
39 Example 3 – Update Seeded Attribute
40 Example 3 – Custom Attribute
41 Example 3 - Conditions
42 Example 3 – Rule Set Up
43 Example 3 – Other Set Up Flexfield on Project Type information to indicate if it is a “PM” path Set up job levels on each job in HR
44 Example 3 - Outcome Preparer = Gary Marines Requester = Gary Marines Project Manager = Duane Schoon
45 What else does AME do? Parallel approvals FYI notifications List-Creation Exception – If invoice amount > $500 USD and pay group = Employee, THEN require approval two job levels above requestor. List-Modification – If any approver = Sam Clark, THEN grant final authority.
46 What else does AME do? Conflict Resolution – An approver will only be required to take action once if they are repeated for some reason – If chain-of-authority and pre or post approval rule include the same person, chain-of-authority wins. – If pre and post rules include the same person, pre wins.
47 What else does AME do? Much More! We have just skimmed the surface today